Italian Paper Signs and Why it Might Just be the Technology Your Organization Has Been Missing All Along

Yes, you read that right.

A few of the infamous paper signs that I've found in Italy.

The infamous sign taped to a business’s door letting you know they are closed: some for a few hours, others for the week, or if you’re my favorite gelato shop, reality sets in that you’re not having pistachio gelato for 5 weeks. For those in Italy, “good technology” is not likely the phrase that comes to mind when you come across these all-too-common signs. So why should organizations adopt this practice?

Digital transformation isn’t about adopting the most advanced tools, it’s about adopting the right tools relative to your organization’s needs. 

Say your organization has ten clients. They live in the building next door and you’re the sole employee of your organization. Your neighbors pass your door every morning. In this case, a sign taped to your door with your availability is convenient and an optimal use of technology. Anything extra is an unnecessary expense and adding technologies not used or understood by your neighbors (such as AI) would be counterintuitive. 

While your organization likely has more than 10 clients, the same lesson applies: having the appropriate technology relative to your organization’s size and needs is what matters. When the gelato shop grows from one neighbor to an entire community, a paper sign stops working. Growth without proper systems in place becomes a strain. 

The notion of scaling an organization’s digital tools relative to its growth is simple, but is not commonly practiced. A 2024 KPMG Global Tech Report surveying public sector professionals revealed that while 85% of those surveyed wanted to prioritize emerging technologies, 66% felt that they lacked the talent to implement their digital transformation needs, and 45% reported struggling to keep up with the pace of technological change. With the promise of AI freeing up redundant and time consuming work, why are organizations struggling to bring these digital tools into fruition? The driving cause: an increasing demand for services as budgets remain stagnant or decrease. And the problem is only getting worse.

Amid a turbulent past year that saw drastic job and government benefits cuts, a Siena Research Institute survey from 2025 found that 60% of nonprofits saw an increase in the number of clients they serve, with 87% reporting that the quality of life of their clients has stayed the same or gotten worse. With heightened competition in a continually shrinking federal grant market, organizations must take the time now to address structural and digital deficiencies. It can be daunting, but it is both a worthy and necessary investment.

What does this look like in practice? A prime case study of digital transformation success can be found in Austria. In 2014, Austria launched a digital service, Antragslose Familienbeihilfe, to automatically trigger child benefits for new parents. Prior to the program, the process took weeks to months, requiring rounds of mail and online forms, or an office visit for officials to manually input data. After implementation, processing time dropped to just two days, saving approximately 39,000 hours, equivalent to 15 full-time employees (Deloitte). Most importantly, those hours saved were not a justification for replacing employees with technology. That is not the goal. It is about alleviating redundant administrative burdens so teams can focus on the more human-centered nature of the mission.

Sure, in the right environment, the infamous paper sign may be the optimal technology for your organization. However, in a public sector environment where growing demands for services are coupled with fewer grant opportunities, it is vital for public institutions to revamp their digital tools and processes to proper scale. 

Digital transformation is not about equipping each organization with its own AI datacenter. It's about adding tools relative to an organization’s need, helping you deliver on your mission, decrease staff burdens, and increase user accessibility. 

Digitalization can’t fix every problem or generate grant dollars out of thin air. But it can help your organization approach work proactively, getting work done today while laying the foundation for your future success.  

P.S. 

In exciting news, my favorite gelato shop has reopened from their 5-week hiatus! Happen to stop by Italy? We can discuss your organization’s goals over some gelato. I know a place ;)

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About the Author

Ian Knight is a Digital Transformation consultant who modernizes public institutions’ processes, ensuring that an organization’s limited time is spent advancing its public-serving mission rather than troubleshooting inadequate systems and technologies. Formerly at the U.S. Department of State, Ian has led digital transformation initiatives that have saved tens of thousands of tax-payer dollars and thousands of staff hours across the federal government and NGOs. An American based in Italy, Ian has work authorization to support clients based in the United States and the European Union. You can learn more about Ian's services and schedule a free consultation on his website: knightsolutions.co